Administrative Assistant
: Job Details :

Administrative Assistant

Apex Systems, a World-Class Technology Solutions Provider, is seeking applicants for the below position. Please apply if interested and qualified. Please note that only qualified candidates will be contacted.

Position: Administrative Assistant

Location: Hybrid onsite in Orlando, FL

Duration: Permanent

Salary Range: $45,000 - $55,000

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to provide executive-level support to the C-Suite team. This role is critical in ensuring smooth coordination between internal teams and external consultants, particularly in the areas of investments, tax, and risk management.

Requirements

Administrative background, highly organized, detail oriented

Experience working with Adobe Pro or other PDF tools

Strong Excel skills

Experience working with expenses, invoices, credit card statements, etc

Preferred Experience

1. Experience with Concur or Basware

2. Insurance industry

Day to Day Responsibilities/Typical Day Look Like

• Executive Support & Coordination
• Serve as a liaison between internal and external tax consultants, ensuring timely communication and task coordination.
• Manage calendars, schedule meetings, and coordinate logistics for internal and external engagements.
• Board Material Preparation
• Collect, consolidate, and format large volumes of information into professional Adobe PDF files for Board presentations and executive meetings.
• Collaborate with multiple departments to gather and verify content.
• Invoice Processing & Management
• Process vendor invoices using Concur, ensuring accurate allocation to departments, submission for approval, and timely payment.
• Track and reconcile expenses as needed.
• Travel & Expense Management
• Arrange domestic and international travel for executives, including flights, accommodations, and itineraries.
• Assist with expense reporting and reimbursement processes.
• Credit Card Administration
• Manage corporate credit card accounts (Amex/Wells Fargo), including issuing new cards, adjusting limits, and terminating accounts as necessary.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at ...@apexsystems.com or 844-###-####.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico.

Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.